Accounts Payable Manager

Title: Accounts Payable Manager

State Role Title: Financial Services Manager I

Hiring Range: $76,388 - $124,131

Pay Band: 5

Agency: VA Dept of Transportation

Location: Central Office, Richmond, Virginia

Agency Website: https://www.virginiadot.org/jobs

Recruitment Type: General Public - G

Job Duties

The Virginia Department of Transportation (VDOT) is excited to offer and announce a competitive opportunity to serve as an Accounts Payable Manager in our Central Office’s Fiscal Division. This position is located in Richmond, Virginia.

What drives you? Whether it's knowing the work you do makes a difference, having a great work/life balance, working on exciting and challenging projects, leading innovation, and championing change or simply working with a great group of people who are committed to professionalism, at the Virginia Department of Transportation, we have something for you.

VDOT is seeking an experienced and detail-oriented Accounts Payable Manager to oversee and manage accounts payable functions. This position will play a key role in maintaining the organization's financial integrity by processing payments accurately and timely, updating applicable policies and procedures, reporting accruals for the annual comprehensive financial report (ACFR), complying with state financial policies and government regulations, and maintaining robust internal controls to meet audit and regulatory requirements. The manager will manage nine AP staff in central office and provide oversight in nine districts.

Duties include:

Financial Reporting, Compliance, Audit Support, Internal Controls:
Oversee the accounts payable accrual and commitments disclosures for the ACFR issued by the Department of Accounts. Coordinate classification and accounting treatments for financial transactions. Ensure adherence to state and federal regulations, including Generally Accepting Accounting Policies (GAAP) and Agency Risk Management and Internal Control Standards (ARMICS). Assist in preparing for state and federal audits, ensuring financial records are accurate and complete. Work with teams to develop timely responses to management and audit requests. Ensure documentation and record retention standards are met for easy retrieval.

Manage Accounts Payable:

• Invoice Processing: Timely and accurate processing of vendor invoices and payment requests.
• Vendor Management: Develop and maintain positive relationships with vendors. Address any vendor inquiries or issues regarding payment status or discrepancies.
• Reconciliation: Regularly reconcile internal accounts payable records with the general ledger to ensure accuracy.
• Payment Scheduling: Prepare and schedule payments for approval, ensuring they are made on time to maintain good vendor relationships and avoid late fees.
• Expense Reporting: Process and review employee expense reports, ensuring compliance with department’s policies and procedures.
• Payment Methods: Oversee the use of various payment methods (checks, wire transfers, ACH) and ensure they align with organizational policies.
• Systems Management: Utilize Virginia's Enterprise Resource Planning management system (Cardinal) for payment processing and financial reporting in conjunction with any internal application.
• Payment Processing & Error Resolution: Guide VDOT staff in payment processing and resolve errors in a timely manner. Troubleshoot and resolve issues in Cardinal.
• IRS & Federal Compliance: Oversee vendor 1099 reporting and compliance with IRS requirements. Respond to inquiries regarding vendor data discrepancies.
Leadership:
• Team Leadership: Supervise and mentor a team of accounts payable staff.
• Cross-Departmental Coordination: Work closely with Procurement and Finance teams within the nine districts and central office to ensure timely payments and adherence to state procurement and payment policies.
• Staff Training & Development: Provide technical assistance, training, and encourage knowledge-sharing among staff. Collaborate with various teams to enhance operations and reporting.

Special Assignments: Perform other administrative or special project related duties as assigned. Exhibit professional level of courtesy and customer service in all interactions. Design, implement, and document new work processes to improve efficiency and effectiveness within the accounts payable functional area.
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